Terms of Reference
Policy and Planning (revised May 27, 2013)
Worship Co-ordination (June 10, 2006)
Christian Education (June 10, 2006; amended Nov. 24, 2014))
Fellowship (June 10, 2006)
Mission (June 10, 2006)
Outreach (June 10, 2006)
Finance and Maintenance (June 10, 2006)
Personnel (May 25, 2010)
Pastoral Care (June 10, 2006)
Leading With Care (September 23, 2011)
Budget (October 27, 2014)
Investment Committee (April 18, 2011)
Audit (as approved at annual congregational meeting, February 18, 2012)
THE CLERKS, ETC.
Session Clerk (October 24, 2011)
Communion Clerk (January 4, 2008)
Memorials Clerk (January, 2008)
Roll Clerk (December, 2007)
Representative Elder (Book of Forms, 2011, section 114)
Convenor of the Session Benevolence Ministry Fund (November 21, 2012)
Trustees (January 26, 2004)
Treasurer (Book of Forms, 2011, section 167, 170)
1. Operational principles
Ministry teams shall all be governed by the following operational principles:
- Each Team reports directly to Session and its work is subject to the authority and approval of Session
- The Minister is to be a member of each team by virtue of his office, but without vote (ex-officio)
- Members are appointed to teams for two years
- Each team selects a Team Leader who will serve as Leader for a maximum of two calendar years, at which point the team leader must step aside for at least one year
- Each team will include at least one member of Session
- Each team will designate one of its Session members to be its representative to report to Session
- Each team is to select its own secretary
- Teams are empowered to fill vacancies to keep the Team up to maximum strength
- Each team will present its budget request for the following year to the Treasurer by November 1 of each year
- Teams should seek volunteers to help with short-term tasks
- Teams may arrange their own meeting times and locations
- Where required and appropriate, teams should coordinate their activities with other teams
2. Reporting Relationship and Communication
- Each team will be under the guidance of the Session. When required, the Ministry Team will seek the support and guidance of the Session and/or Minister in fulfilling their responsibilities
- Each team is to report significant activities to Session through the representative elder on the team and to make recommendations to Session on issues which normally require Session approval
- Each team should implement approved activities without further specific approvals from Session, unless there is a significant change in the approved proposal
- Each team should endeavour to schedule (or propose schedules) to avoid conflicts with other team or congregational activities
- Each team should provide contact information for their chairperson to the Church Administrative Assistance and the Clerk of Session.
Policy and Planning
- To assist Session in general planning and policy development on matters related to the life and work of the congregation.
- At least six active elders, appointed by Session, with the understanding that the Team may call upon inactive elders for advice when deemed appropriate. The Minister and Clerk of Session are
ex-officio members. The Team will appoint its convenor. Members will serve on P&P until they resign or are replaced by Session. (revised 27/05/2013)
- Prepare plans and recommendations for Session as required.
- Assist in identifying program objectives and long range planning requirements.
- Develop and recommend policies to Session on its own initiative or as referred to it by Session.
- Participate in certain projects or committees that directly affect the congregation over the long term, such as construction projects and search committees.
- Identify strategic issues in the congregation's life and work for possible action by Session.
- Participate in the Budget Team. The convenor of P&P will normally chair the Budget Team and the Secretary of P&P will act as Secretary. All other P&P members are members of the Budget Team.
- Provide two members to the business committee of Session, normally the convenor and one other member.
- Act as an advisory group for the minister as required.
- Ensure meaningful worship, involving the laity in creative ways
- Help plan and evaluate worship opportunities
- Investigate new approaches that may promote church growth
- Six team members plus ex-officio (Choir Director and Praise Ensemble Director)
- Groups for the leadership of public worship
- Praise Ensemble
- Summer Mid-week Service
- Special worship services and observances (including Christmas, advent, Easter, lent, Reformation)
- Suggest and help plan creative and innovative worship opportunities to improve/augment the contemporary and traditional worship formats
- Oversee the Ministry of Music
- Provide opportunities for the laity to lead in worship (reading the Scripture, etc.)
- Ensure accessibility for all worshipers through operation of audio/sound system, providing large print material, providing adequate space for the mobility impaired, and providing a scent-free worship environment
- Plan the preparation and decoration of the Sanctuary for the festive seasons
- Plan special services of worship
- Arrange for the provision of ushers at worship services and provide guidance to ushers concerning the marking, entry and exit of the pulpit Bible, collection and presentation of the offering, and tidying the sanctuary following the worship service
- Provide a program of Christian Education that is attractive to persons of all ages in order that they may be confronted by the Gospel, may grow in faith, participate in the life of the Christian community, and be active witnesses to Christ in the world
- Oversee recruitment, screening, training, placement and recognition of people who are gifted in provision of Christian Education
- Six team members plus ex-officio (School Superintendent, Youth Director, LOGOS director)
- Sunday School (including nursery)
- Youth Ministry
- Assess needs, develop plans and implement Christian Education programs for all ages
- Promote and publicize Christian Education programs for the spiritual growth of the congregation
- Recruit teachers and leaders for Christian Education programs and arrange for training courses
- Raise the level of understanding of Christian Adult Education and its significance in the life of the congregation.
- Review resources and curriculum of church school on a timely basis, recruit and support a Superintendent of the Church School
- Provide a nurturing and safe atmosphere for children and youth
- Provide guidance, direction and supervision to the Youth Director and evaluate the effectiveness of youth ministry programs
- Provide an opportunity for the youth to participate in a well-balanced program of worship, study, service and fellowship.
- Promote congregational awareness of the needs, abilities and contributions of the youth in the church
- Arrange (through the Worship Coordination Team) for a service of dedication for all Christian Education teachers and Youth Leaders to be held annually, usually in September
- Oversee the functioning, promotion and growth of the Church library
- To strengthen Christian Fellowship with the congregation through activities that will encourage relationship building among existing members and adherents and attract new members.
- Craft group
- Gracefield Camping
- Bible Study Groups
- Ladies' Breakfast
- Men's Breakfast
- Newcomers Visitation
- Women's Group
- Other including Christmas Dinners, Intergenerational celebrations, Congregational Picnics, Receptions
- Provide support, as requested, to other teams in organizing special events such as Rally Sunday Corn Boil and Sunday School Picnic
- Provide opportunities for all ages to meet one another in a variety of situations
- Keep the Congregation informed of all future activities well in advance of any event
- Identify and create new fellowship activities where there is a need and interest
- Co-ordinate reporting and budget submissions from the assigned groups
- To facilitate the work and witness of the congregation in the local, national and international mission of Christ's Church.
- At least six team members, which shall include one member designated as contact with the Carlington Mission
- To share in partnership with other Christian congregations in the city of Ottawa in co-operative efforts in both (i) Evangelism, in which strangers to the gospel are confronted with and challenged by the claims of Jesus Christ; and (ii) Christian witness through social action, in which the love of Jesus Christ is put into practice, showing tangibly to others the grace of God
- To contribute to the witness of the church in matters of social action (e.g. upholding the sanctity of life, both for unborn children and vulnerable seniors; seeking appropriate justice and mercy for the disadvantaged; remembering the call to care for the sick, the poor, the hungry and the prisoner in the name of Jesus Christ)
- To hold before the congregation our partnership with other Christian congregations, denominations and para-church agencies (including the Evangelical Fellowship of Canada) in offering a Christian witness to Canadian society at large, including appropriate presentations to legislative and judicial bodies, municipally, provincially and federally
- To enable the congregation to share with other Christian partners in ministry to students at school, college and university sustaining and contributing to partnerships with agencies involved in campus ministry (e.g. Inter-Varsity Christian Fellowship, Campus Crusade for Christ, The Navigators, Algonquin College Campus Ministry, etc.)
- To promote support for Christian ministry undertaken by The Presbyterian Church in Canada, including both mission work in Canada and abroad, including encouragement for the support of the congregation's contributions to "Presbyterians Sharing" (the national General Assembly's mission budget), and co-operation with other mission agencies (e.g. Interserve)
- To support international relief and development work, including, but not limited to, the work of Presbyterian World Service and Development in areas of identified need (e.g. relief efforts for those affected by war, drought, famine, flood, hurricane, etc).
- Develop awareness of mission opportunities and needs in the local community and coordinate action by Parkwood to address those needs
- Recommend to Session and the congregation how Parkwood might best support local, national and international mission work of the Presbyterian Church in Canada and other Christian denominations and bodies such as the Renewal Fellowship within the Presbyterian Church in Canada, the Evangelical Fellowship of Canada, and Inter-Varsity Christian Fellowship
- Develop awareness of the work of the Presbyterian Church in Canada in global mission and recommend ways in which Parkwood might support that work
- Select up to four Special Appeals annually for presentation to the congregation
- To introduce to our neighbours the love of God found in Jesus Christ
- To demonstrate what we as a congregation have to offer as part of the body of Jesus Christ
- To lead people in the local community to faith in Him
- At least six team members.
- Outreach and evangelism in the local community
- Promote awareness of Parkwood's presence, mission and programs
- Visitor welcome and follow-up
- Drama and Music Camp (Summer Daily Vacation Bible School)
- Build a team of individuals who can lead people to Christ
- Provide training in evangelism to members of the congregation
- Promote awareness of the presence and mission of Parkwood in the local community through advertising and door-to-door visiting
- Organize events to introduce and attract people to Parkwood to hear the Gospel message.
- Arrange for greeters and guest book attendants at worship services. Provide guidance for guest book attendants in greeting and providing information to visitors.
- Follow up contact with visitors.
- Coordinate with other Teams and activity leaders to ensure that newcomers are made aware of groups and activities which might meet their needs and when activities might overlap with other Team responsibilities (e.g., Mission or Fellowship)
Finance and Maintenance
- Responsible to Session for the management of the temporal and financial affairs of the congregation and the care and maintenance of church buildings and property
- Twelve team members plus ex-officio (Treasurer, Administrative Assistant and Caretaker)
- Financial management
- Maintenance of the church building and church property and equipment
- Safety and security measures, including the security and protection of church data and records
- Provision of necessary furnishings and equipment including telecommunications and communications equipment and management of the computer infrastructure
- Oversee the work of the Administrative Assistant (in conjunction with the minister) and the Caretaker, and provide direction and support
- Provide Session with periodic reports as to the financial status of the church, and make appropriate recommendations
- Maintain financial records and oversee expenditures to ensure that expenditures are properly authorized
- Arrange for two people to count and record the offering from each service of worship and deposit it in the bank. (The Book of Forms, section 162.2, requires that all offerings be counted and recorded before being removed from the church.)
- Ensure that bills are paid in a timely fashion
- Provide quarterly reports to Session on the status of congregational income and expenditures relative to the annual budget
- Make recommendations to Session of any concerns or issues concerning church finances
- Prepare a budget proposal for submission to the Budget Committee for November 1
- Maintain church building, equipment and property in a functional and safe condition and arrange for preventive maintenance and repairs as required
- Ensure that adequate insurance is maintained for church buildings and property
- Arrange for necessary utilities and services such as grounds keeping, snow removal, etc.
- Take measures to ensure the physical security of the building, fire prevention and fire safety
- Oversee the management of church information and the use of information technology. Ensure the security and protection of information and records held by the church office, and provide instructions to the Administrative Assistant for the back-up of electronic data.
- Team Leader is Assistant Coordinator of the Emergency Management Group (see Parkwood Emergency Plan).
- To provide a consultative and supportive group for teams with staff earning remuneration and for other volunteers.
- The Personnel Team consists of four members of the congregation. The Minister is an ex-officio member of the team. Church staff shall not be members of this team. Session shall appoint the members of the team, with at least two members being elders. Membership on the team shall be for an indefinite term.
- To provide consultative assistance and guidance to teams in their hiring, supervising and evaluating of church staff.
- To provide personnel support to church staff.
- To maintain documents relating to the personnel management of paid staff.
- To meet and report at Session meetings in January, April, June and October or more often as circumstances warrant.
- To develop guidelines for preparing job descriptions, contracts and terms of employment for church staff to ensure consistency of approach.
- To develop guidelines for evaluating the effectiveness of church staff.
- To develop guidelines for establishing and reviewing rates of remuneration for church staff.
- To assist supervising teams in preparing job descriptions and carrying out a search for new church staff.
- To assist supervising teams in preparing contracts and terms of employment for new church staff.
- To assist supervising teams in reviewing working conditions and annual remuneration for church staff.
- To assist supervising teams in reviewing and evaluating annually the effectiveness of church staff.
- To maintain a set of historical and current job descriptions, contracts, rates of remuneration and performance evaluations.
- To provide church staff with access to an independent group to discuss their working environment, their rate of remuneration and any other work issues.
- In the name of Jesus Christ and in the strength supplied by the Holy Spirit, we seek to care for the members of the body of Christ and to reach out to all to whom the Lord sends us. It is our goal to enable every member, adherent, and friend of Parkwood Church to sense the compassionate care of Christ.
God calls us through the Scriptures:
- "Carry each other's burdens, and in this way you will fulfil the law of Christ." (Galatians 6: 2)
- "Whatever you did for one of the least of these brothers of mine. you did for me." (Matthew 25: 40)
- "And let us consider how we may spur one another on towards love and good deeds." (Hebrews 10:24)
We seek to represent Christ and to be vessels through which the Holy Spirit may work draw men and women closer to God, and we undertake to do so in thought, word, and deed.
- Prayer- Individually, as a group, through the prayer chain, as appropriate, we seek to pray for ourselves as caregivers, for one another as members of a team and for those to whom we seek to minister.
- Love - Loved by God, we seek to love our neighbour as ourselves.
- Presence - By simply being there for others, we seek to bring to them the presence of God, who dwells in us as Christian believers.
- Listening - Ready to offer a listening ear, we seek to understand each one whom we seek to serve.
- Encouragement - As fellow pilgrims following Christ, we seek to encourage all who share in journeying on the road of faith.
- Communication - Through any and all appropriate means, by telephone, cards, e-mail and otherwise, we seek to communicate with those who need to know that they are not forgotten, neglected or ignored by the body of Christ.
- Counsel - The Bible, as God's word, is the lamp for our feet, and we seek to let its light point the way for others as they seek answers to questions of life and faith.
- Confidentiality- What is shared in private conversation will be held as private, and not passed to others except by mutual consent.
Drawing on the diverse gifts which members may offer in Christian service, we may act to respond to practical needs:
- We will aim to visit as appropriate, offering pastoral care, at home, in hospital, and in other institutional settings
- We will aim to help with travel (to worship, special events, personal errands or appointments)
- We will aim to provide assistance with medical appointments (scheduling, listening, follow-up)
- We will aim to offer food (provision of meals, vouchers when needed)
- We will aim to offer assistance with home management and personal affairs (house or yard work, banking, moving, etc.)
- We will aim to facilitate contact with other resource agencies as appropriate (social assistance, professional counseling, nursing home placement, etc.)
Leading With Care
- To ensure that all persons, and in particular all children, youth and vulnerable adults who
participate in programs/ministries at Parkwood and who use the Parkwood facilities will be cared for with Christian compassion and be safe, in accordance with the. Leading with Care Policy of The Presbyterian Church in Canada,
- Director of Youth Ministries (if applicable).
- Christian Education Team: at least one representative but normally two : the Director of Logos
- Program and Church School Superintendent/Coordinator.
- One representative from: Policy and Planning Team, Pastoral Care Team, Finance and Maintenance Team.
- Representatives of other Ministry Teams or activities may be added as required
- The Convener will be elected by the Team members.
- The church Administrative Assistant will provide support in managing and filing records and documents in the church office.
- Identify high-risk activities as defined in the Leading with Care (LWC) policy.
- Ensure that screening and police records checks are carried out for all leaders and teachers involved in high-risk ministries and are updated as required.
- Ensure that personal records are handled and stored in a secure fashion.
- Develop and implement policies, procedures and practices to reduce risk, promote health and safety, and ensure prompt and appropriate response to emergencies, and ensure that leaders, teacher and group members are briefed and trained in their application.
- Ensure that any incidents or reports of abuse are reported promptly to the appropriate authorities.
- Report to Session annually or as otherwise required.
- Provide orientation training on the Leading with Care Policy to all those volunteering to assist as leaders and teachers in high risk activities and provide them with a copy of the Parkwood Leading with Care Policy document. After completion of orientation have volunteers sign a Covenant of Care form.
- to conduct an independent and diligent scrutiny of the (annual) financial records, to ensure that income and donations received and disbursements made are accurately recorded and documented.
- A volunteer team (to include in 2012 Kathryn Newton, Harry VanDyk, Ray Thompson, Stewart Elder, Mary MacPherson). The team is granted power to issue to add members if required.
- outlined in chapter 13 of the Treasurer's Handbook as issued from time to time by the Presbyterian Church in Canada - most recent version dated October 13, 2011
- excerpt (Chapter 13) here;
full version of Treasurer's Handbook available here.
- To prepare an annual budget proposal for consideration and approval by Session and the congregation.
- The Budget Team consists of the Policy and Planning Team, the Treasurer; the Leader of each Team; and the Minister (ex-officio). Session appoints the chair and secretary of the Budget Team at the November Session meeting.
- Prepare an annual operating budget consistent with Session goals and the ongoing expenditure requirements of the congregation.
- Report the current financial status to the congregation on a regular basis.
- Implement mid-year adjustments in expenditures as required to achieve the desired budget objective.
- Oversee the stewardship of the annual budget.
- Encourage the members/adherents of the Congregation in their stewardship of their financial resources.
- Each Team shall present its budget requests for the following year to the Treasurer by November 15 of the current year.
- The Treasurer shall prepare a draft report of the income and actual current year expenditures by Team as of the end of November, the status of reserved funds, and the proposed Team budgets for the following year. This draft report will be made available for review by Session at its December meeting.
- On the basis of the draft financial report for Session, the appointed leader of the Budget Team should identify any major budget issues for circulation to Session prior to the December Session meeting.
- Session priorities shall be provided to the Budget Team and/or each team after the Session meeting in December.
- The Budget Team shall meet at the call of the Chair, and shall review the proposed budgets in accordance with the priorities established by Session. The proposed team expenditures should reflect expenditures for ongoing activities as well as new initiatives or priorities. Team representatives should be prepared to explain and/or defend proposed expenditures.
- The Budget Team shall bring a final budget proposal to the January Session meeting. The proposal shall include proposed recommendations to the congregation for consideration at the annual meeting to be held in February.
- The Budget Team may request a special meeting of Session if there are contentious issues which are not resolved after the December meeting of Session.
Dates and Events/Decisions
|Date ||Event/Decision |
| || |
| November 15 ||Team budget requests for new year to Treasurer|
| November 30 ||Draft report of Financial Situation by Treasurer|
| November Session ||Appointment of Team Leader and Secretary|
| December Session ||Identification of major budget issues by Team Leader|
Review of Treasurer's Draft Report
Decision on Guidance to Budget Team
| January Session ||Decision on recommendations from Budget Team|
| || |
| February Annual Meeting ||Presentation of budget to congregation|
- The purpose of the Investment Committee is to provide a forum for the review and guidance of the investment policies and investments of Parkwood. In this context, the Investment Committee provides direction and authority to the Treasurer to carry out the decisions of the Committee.
- The Committee is composed of the Clerk of Session (Chairperson), the leader of the P&P Team (or designate), the leader of the F&M Team (or designate), a Trustee (even if this would make more than one Trustee on the Committee), the Treasurer and the Minister (ex-officio).
- The Treasurer provides the Committee with information and recommendations on issues such as selecting the term of a new GIC, implementing financial directives from Session, determining the best approach to maintain an appropriate operating fund balance, and other financial issues. Based on this information, the Committee makes decisions and provides direction to the Treasurer.
- The Committee should meet on a regular basis (at least once a year) at the request of the Chairperson of the Committee, although a meeting can be at the request of the Treasurer to the Chairperson. The Committee should meet to review investments and investment policies and to identify investment problems or emerging investment issues. A quorum shall be three members of the Committee.
THE CLERKS, ETC.
- from the BOOK OF FORMS, 2011, Section 114 (The Session - Relationship to Other Courts)
114.7 The session will appoint one of its number as representative elder to
the presbytery (in the case of multiple point charges, only one of the sessions at a
time will appoint a representative elder, unless an additional "equalizing elder" is
requested by presbytery). The representative elder is responsible for:
114.7.1 Attending meetings of the presbytery, participation in its
deliberations, and reporting to the session the decisions, remits and
referrals of the presbytery.
114.8 When a charge suddenly becomes vacant, or the minister becomes
incapacitated for any reason, it is the duty of the representative elder, where no
commissioners are specially appointed for that purpose, to present the facts to
the presbytery, and apply for the supply of ordinances.
Convenor of the Session Benevolence Ministry Fund
Membership and Election
- There shall be three trustees elected by the Congregation.
- The trustees must be members of the Congregation in full communion.
- For the election of a trustee, Session shall present to the Congregation the name(s) of a suitable candidate(s) to be elected. Further nominations may be placed from the floor. The Congregation shall then approve a nomination or elect by secret ballot if the number of nominations exceeds the number of trustees being sought. Voting normally takes place at the annual meeting
- If there are less than two active trustees and the annual meeting will not take place for at least two months, then a special congregational meeting must take place to elect one or more new trustees.
- The notice calling any meeting of the congregation at which one or more trustees are to be elected must include the phrase "and for the election of one or more trustees."
- Once elected, individuals continue as trustees until they leave the congregation, are suspended in process of discipline or resign the position.
- The Trustees shall elect their own chair. Meetings shall be held at the call of the chair or on the request of any Trustee.
The Trustees shall be responsible for:
- holding title to the property of the Church;
- ensuring that clear title to that property is maintained;
- proceeding diligently to have all improper encumbrances on the title removed;
- receiving all communications from any level of government as to proposed changes to zoning of the Church's property and neighbouring properties, coordinating the preparation of the appropriate response to such communications, and responding to such communications;
- receiving any lawsuits filed against the Congregation and coordinating the preparation of the appropriate response to such lawsuits;
- carrying out other responsibilities which Session and/or the Congregation may request;
- meeting as required during the year and reporting activities during the past year to the Congregation at its annual meeting;
- holding the key(s) to the bank safety deposit box containing church records;
- advising the minister and/or the session in a timely fashion of issues or developments being considered.
- from Chapters 167 and 170 of the BOOK OF FORMS...
167. The convener, secretary and treasurer are appointed by the congregation at itsannual meeting
from among the members of the (Finance and Maintenance Team). If this is not done, the (F&M Team)
appoints them at its first meeting held after the annual meeting.
170. It is the duty of the treasurer to keep the accounts of the congregation, together
with all vouchers; to receive and disburse all moneys subject to the direction and
control of the board; and to produce his/her accounts, properly audited, to the annual
meeting of the congregation. Where there is a chartered bank convenient to the
congregation, it is the duty of the treasurer to deposit therein, without delay, all money
received by him/her, and in a separate account identifying it as belonging to the
congregation. (Declaratory Act: A&P 2008, p. 253, 17).
last updated 25-nov-14